Creating or Editing a Team Document

To create a team document, select an item on the Team Documents menu on the left of the TeamRoom and click New Document. To edit a team document, double-click the document to open it and click Edit Document. The information below describes the available options for a team document.

Choosing a Document Type

The following table lists and describes the four default document types. The document type determines the fields that are available at the bottom of the Main Document page. For example, if you select "Meeting," you can enter a location for the meeting at the bottom of the page.

Note Your team leader or facilitator can create additional document types. Any document type that is not listed in the table below has been created by the team leader or facilitator and is identical to the Discussion document type.

Document Type	Description
Discussion	Use this document type for a general interest topic. The fields at the bottom of the form allow you to select reviewers for the topic and set a due date for the review. A date for review is not required, but if you enter one, you must enter the name of at least one reviewer. When a reviewer opens the document in the TeamRoom, a "Mark Reviewed by Me" option appears. Reviewers can edit the document until everyone on the reviewers list has selected the "Mark Reviewed by Me" option.
Action Item	Use this document type for a topic that contains a task for a team member or a subteam to complete. The fields at the bottom of the form allow you to select a due date for the task and to assign team members to the task. A due date is not required, but if you enter one, you must assign the action item to at least one person. Any team member who has been assigned to the action item can mark it as complete when editing the document. After any team member selects the "Mark complete" option, only the original creator of the document can edit it.
Meeting	Use this document type to enter information about an upcoming meeting. (This option does not schedule or create a meeting.) The fields at the bottom of the form allow you to enter information about the meeting, such as the date and time of the meeting. You can also select people or subteams to attend the meeting. (Selecting people or subteams does not restrict the meeting to just those people.) This meeting information is separate from the information you enter for a meeting. You must start a meeting from the Meeting Center or from Sametime Connect.
Reference	Use this document type for topics that contain reference information, such as term definitions or project plans. The fields at the bottom of the form allow you to select reviewers for the topic and to set a due date for the review. A date for review is not required, but if you enter one, you must enter the name of at least one reviewer. When a reviewer opens the document in the TeamRoom, a "Mark Reviewed by Me" option appears. Reviewers can edit the document until everyone on the reviewers list has selected the "Mark Reviewed by Me" option.

Entering a Subject

The subject line is a brief title for your topic. Keeping your subject lines concise and descriptive will make the discussion easy for others to follow.

Selecting a Category

Categories are large, general groups of related topics. For example, you might assign the topic "Sales Project Deadline" to a "Deadlines" category. If you do not see an appropriate category for your topic, speak to the team leader or facilitator; they can update the TeamRoom to include new categories.

Selecting an Event or Milestone

Milestones and events serve as deadlines for your project or reminders of important stages in the project. Select an event or milestone to associate with the document. For example, if you are writing a document about an upcoming deadline, select the associated deadline in the Associated Event box.

Selecting a Subteam

If a subteam is associated with the document, select the appropriate subteam. For example, if you are commenting on a project that a particular subteam is working on, select the appropriate subteam in the Associated Subteam(s) box.

Attaching a File

If you want to attach a file to the document, click Browse and select the file. You might want to attach a document for review, such as a draft of a proposed schedule.

Additional Information

Enter any additional information for the topic at the bottom of the Main Document page. The available fields at the bottom of the page are determined by the page's document type. See the table above for more information.

There are also two links at the bottom of the page: "combined list" and "send link to assignees." Click the "combined list" link to see a list of everyone you have assigned to review the document or complete the task. The "send link to assignees" link allows you to e-mail a link to this document to the assignees.

Note By default, you cannot use the "send link to assignees" link in a TeamRoom.

Entering Text

Enter the text of the document in the Content box.

Tip To keep others from seeing your document, click Mark Private at the top of the screen.

When you have completed the document, click "Save & Close."

Send us your comments and suggestions.